HomeMy WebLinkAboutENG 05-26
Report to
Executive Committee
Report Number: ENG 05-26
Date: May 4, 2026
From: Richard Holborn
Director, Engineering Services
Subject:
Cognac and Valley Farm SWM Pond Cleanouts
Request for Proposal No. RFP2026-4
File: A-1440
Recommendation:
1. That the proposal submitted by Aquafor Beech Limited in response to Request for Proposal
No. RFP2026-4, Cognac and Valley Farm SWM Pond Cleanouts, in the amount of
$65,968.97 (net HST) or $73,255.64 (HST included) be accepted;
2. That the total gross project cost of $171,892.00 (HST included) including the proposal fee
amount, a contingency, and other associated costs, and the total net project cost of
$154,794.00 (net HST) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$154,794.00 (net HST) by a transfer from the Stormwater Management Reserve Fund as
approved in the 2026 Capital Budget;
4. That the Director, Engineering Services be authorized to enter into and execute the Form of
Agreement with the above-mentioned consultant pursuant to Request for Proposal No.
RFP2026-4; and,
5. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendations in this report.
1.0 Executive Summary:
The purpose of this report is to obtain authorization to award Request for Proposal No.
RFP2026-4 to Aquafor Beech Limited to undertake the detailed design of the Cognac
Stormwater Management (SWM) Pond Cleanout and the Valley Farm SWM Pond Cleanout
projects.
On December 14, 2020, through Resolution #482/20, Council endorsed the Stormwater
Management Facilities Asset Management Plan (AMP) Final Report July 2020 and authorized City
staff to implement the recommendations subject to budget and further Council approval for
ENG 05-26 May 4, 2026
Page 2
individual projects. The purpose of the AMP was to assess the current condition of the City’s
existing SWM facilities and determine a prioritized list of maintenance and reconstruction/retrofit
projects to ensure an acceptable level of service is provided. The Cognac SWM Pond and the
Valley Farm SWM Pond cleanout projects were identified as priority maintenance projects in the
AMP.
Request for Proposal No. RFP2026-4 was posted on the City’s bids&tenders portal on
February 9, 2026, and closed on March 2, 2026. The Evaluation Committee, consisting of staff
from the Engineering Services Department, reviewed and evaluated the five proposals
received using criteria outlined in the bid document. The top ranked proposal, submitted by
Aquafor Beech Limited, in the amount of $65,968.97 (net HST) or $73,255.64 (HST included)
is recommended for approval. It is also recommended that the total gross project cost of
$171,892.00 (HST included) which includes the proposal fee amount, a contingency, and other
associated costs, and the total net project cost of $154,794.00 (net HST) be approved.
2.0 Relationship to the Pickering Strategic Plan:
The recommendations in this report respond to the Pickering Strategic Plan Priorities of
Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Lead & Advocate for
Environmental Stewardship, Innovation & Resiliency.
3.0 Financial Implications:
3.1 Proposal Amount
Request For Proposal RFP2026-4
Total RFP Amount $64,828.00
HST (13%) 8,427.64
Total Gross RFP Amount
HST Rebate (11.24%)
Total Net RFP Cost
$73,255.64
(7,286.67)
$65,968.97
3.2 Estimated Project Cost Summary
Proposal Amount $64,828.00
Tree, SAR & Ecological Assessment 32,500.00
Provisional Tasks 15,500.00
Contingency 12% 13,539.00
Regulatory Agency Permit Fees 25,750.00
Total Project Cost $152,117.00
HST (13%) 19,775.00
Gross Project Cost $171,892.00
HST Rebate (11.24%) (17,098.00)
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Page 3
Net Project Cost $154,794.00
3.3 Approved Source of Funds Available
Expense Code Source of Funds Budget Required
C10525.2601 SWM Reserve Fund $80,000.00 $79,894.00
C10525.2602
SWM Reserve Fund
$75,000.00 $74,900.00
Total $155,000.00 $154,794.00
Net Project Cost Under (Over) Approved Funds $206.00
The Cognac SWM Pond Cleanout and the Valley Farm SWM Pond Cleanout projects were
approved in the 2026 Stormwater Management Capital Budget, in the combined amount of
$155,000.00 (net HST). The total net project cost is under the approved 2026 Capital Budget.
4.0 Discussion:
The purpose of this report is to obtain authorization to award Request for Proposal No.
RFP2026-4 to Aquafor Beech Limited to undertake the detailed design of the Cognac
Stormwater Management (SWM) Pond Cleanout and the Valley Farm SWM Pond Cleanout
projects.
On December 14, 2020, through Resolution #482/20, Council endorsed the Stormwater
Management Facilities Asset Management Plan (AMP) Final Report July 2020 and authorized City
staff to implement the recommendations subject to budget and further Council approval for
individual projects. The purpose of the AMP was to assess the current condition of the City’s
existing SWM facilities and determine a prioritized list of maintenance and reconstruction/retrofit
projects to ensure an acceptable level of service is provided. In addition, the AMP complied with
Ontario Regulation 588/17, which required municipalities to complete asset management plans for
its core infrastructure by July 1, 2021.
The AMP has identified the Cognac SWM Pond and the Valley Farm SWM Pond as cleanout
priorities for the City’s maintenance plan. The scope of work includes quantifying the amount of
accumulated sediment, sediment sampling, preparation of detailed engineering plans and reports,
agency approvals, permit acquisitions, tender document preparation, and preparing updated
database files. Staff recommended the Cognac and Valley Farm SWM Pond Cleanout projects in
the 2026 Stormwater Management Capital Budget, with the intent of proceeding with design and
approvals in 2026, followed by construction in 2027.
Request for Proposal No. RFP2026-4 was posted on the City’s bids&tenders portal on
February 9, 2026, and closed on March 2, 2026. The Evaluation Committee, consisting of staff
from the Engineering Services Department, reviewed and evaluated the five proposals
ENG 05-26 May 4, 2026
Page 4
received using criteria outlined in the bid document. Aquafor Beech Limited was the top-ranked
proponent and is recommended to be retained to complete the work.
The proposal, submitted by Aquafor Beech Limited, in the amount of $65,968.97 (net HST) or
$73,255.64 (HST included) is recommended for approval. It is also recommended that the total
gross project cost of $171,892.00 (HST included) which includes the fee amount and other
associated costs, and the total net project cost of $154,794.00 (net HST) be approved.
Attachments:
1. Location Map – Cognac SWM Pond
2. Location Map – Valley Farm SWM Pond
Prepared By: Bob Trajceski, Senior Water Resources Engineer
Prepared By: Irina Marouchko, Manager, Water Resources
Approved/Endorsed By: Cathy Bazinet, Manager, Procurement
Approved/Endorsed By: Richard Holborn, Director, Engineering Services
Approved/Endorsed By: Stan Karwowski, Director, Finance & Treasurer
BT:bt
Recommended for the consideration of Pickering City Council By:
Marisa Carpino, M.A.
Chief Administrative Officer
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COGNAC SWM POND
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Attachment 1 to Report ENG 05-26
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VALLEY FARM SWM POND
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Attachment 2 to Report ENG 05-26